REQUEST FOR PROPOSAL (RFP) ADDENDUM #3 April 5, 2016

Transcription

1 REQUEST FOR PROPOSAL (RFP) ADDENDUM #3 April 5, 2016 RFP Number: RFP Services: GPS Electronic Monitoring and Alcohol Monitoring Services UNSPSC Code: Subject: This Addendum is to update the Calendar of Events and to provide clarification on Answers #30, #65, #96, #106 and #109 from Addendum #1. This Addendum also includes Attachment C, Revised #2 Certification of Experience/Mandatory Statement; Attachment O, Revised #2 RFP/BID Response Cross Reference Table; and Attachment P, Revised #2 Evaluation Questions/Considerations. Deletions are indicated by strikethrough or reference. Additions, updates or replacements are indicated by underscore, reference or highlighting. REFERENCE: UPDATE: Thursday, March 31, 2016 Monday, April 18, 2016 Pages 10-12, Section IV., A., Calendar of Events (Table) DATE TIME ACTION WHERE 2:00 PM Written Proposals Are EDT Due and Opened Attention: Viccie A. Borders Department of Juvenile Justice Bureau of Procurement and Contract Administration 2737 Centerview Drive, Suite 1102 Tallahassee, FL Monday, April 4, 2016 Tuesday, April 26, :00 PM EDT Evaluation Team Briefing Conference Call (This meeting is open for public attendance) Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL or telephone and enter code # A recording of the Conference Call will be available at: ntracting/conference-calls within forty-eight (48) hours of the Briefing being concluded. Friday, April 15, :00 AM EDT Evaluation Team Debriefing Conference Call Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Page 1 of 27

2 Tuesday, May 17, 2016 (This meeting is open for public attendance) Lobby (for directions) Tallahassee, FL or telephone and enter code # A recording of the Conference Call will be available at: ntracting/conference-calls within forty-eight (48) hours of the Debriefing being concluded. Tuesday, April 26, 2016 Wednesday, May 25, 2016 C.O.B. Anticipated posting date of Notice of Agency Decision (Anticipated Date of Contract Award) MyFlorida.com web site vbs_www.main_menu Monday Monday, May 30 - June 13, 2016 (period to correct deficiencies Wednesday, June 15 Tuesday, June 28, 2016) Wednesday Tuesday, June 1 14, 2016 (period to correct deficiencies Thursday Wednesday, June 16 29, 2016) Anticipated dates of Field Testing To be coordinated by Probation HQ EM Operations staff statewide. Friday, July 1, 2016 Thursday, September 1, 2016 Saturday, October 1, 2016 Anticipated Contract Execution/Start Date Date all GPS Services must be transitioned to new Provider/new equipment, as applicable. This is the date of Contract start and the allowed thirty (30) ninetyone (91) day transition period. REFERENCE: Pages 14-15, Section V., MANDATORY REQUIREMENTS UPDATE: B. It is MANDATORY that the Respondent sign, and submit in Volume Page 2 of 27

3 1, under Tab 2, Attachment C, Certification of Experience/Mandatory Statements that includes the following four statements: 1. Address (city, state, zip, phone, 800#, if available) of the Respondent s GPS/EM monitoring center demonstrating the center is located within the United States. 2. A statement certifying that the Respondent has experience of at least three (3) years of business/corporate experience within the last five (5) years providing electronic monitoring services with active GPS tracking units to correctional, criminal justice or law enforcement agencies, similar to the services described in Technical Specifications/Scope of Services. 3. A statement certifying that the Respondent has or will have a minimum of the required two-hundred fifty (250) new GPS tracking units for transition on to DJJ youth ordered for ACTIVE electronic monitoring, plus twenty percent (20%) which is a total of fifty (50) new GPS tracking units (for backup in the Circuits) for a final total of three hundred (300) new GPS tracking units available at the Contract start date, and shall certify the Respondent is capable of providing all necessary equipment. In addition, the Respondent shall certify that units will be delivered, Department staff trained, and the physical transition of current EM youth to the new tracking units shall be completed no later than sixty-one (61) ninety-one (91) days after Contract execution (anticipated to be July 1, 2016) so that full service operations with monitoring of youth statewide will be transitioned to the new equipment and the new service Respondent (as applicable) by September 1, 2016 October 1, REFERENCE: Page 20, Section XX., C., Certificate of Experience/Mandatory Statements Volume 1, Tab 2 UPDATE: 3. A statement certifying that the Respondent has or will have a minimum of the required two-hundred fifty (250) new GPS tracking units for transition onto DJJ youth ordered for ACTIVE electronic monitoring, plus twenty percent (20%) which is a total of fifty (50) GPS tracking units (for backup in the Circuits) for a final total of three hundred (300) new GPS tracking units available at the resulting Contract start date, and shall certify the Respondent is capable of providing all necessary equipment. In addition, the Respondent shall certify that units will be delivered, Department staff trained, and the physical transition of current EM youth to the new tracking units shall be completed no later than sixty-one (61) ninety-one (91) days after Contract execution (anticipated to be 7/1/2016) so that full service operations with monitoring of youth statewide will be transitioned to the new equipment and the new service Respondent (as applicable) by 9/1/ /01/2016. REFERENCE: Page 22, Section XX., F., Technical Proposal Volume 1, Tab 3 UPDATE: 4. GPS/EM Service Implementation Schedule Provide a description of the timeframes and tasks to be employed for the implementation of services, as soon as possible, starting with the resulting Contract execution date. Include timeframes for delivery of new tracking unit equipment, transition of new equipment to youth, software installation (if applicable), initial training statewide, and any other tasks (as applicable) required during the sixty-one (61) ninety-one (91) day transition period to Page 3 of 27

4 ensure full GPS/EM services as specified under the new Contract are delivered by September 1, 2016 October 1, Estimated Quantities a. Provide a description of the Respondent s ability to provide the required two hundred fifty (250) active tracking units with fifty (50) back up units in Circuit inventory for a total of three hundred (300) monitoring tracking units to start transition to new equipment on the resulting Contract start date anticipated to be July 1, 2016 and be fully operational statewide with back-up inventory in place by September 1, 2016 October 1, REFERENCE: DELETE: ADD: Page 27, Section XX., H., Mailing Label (label only) This section in its entirety. DJJ SOLICITATION NUMBER DATE DUE: MONDAY, APRIL 18, 2016 ENVELOPE/BOX # OF ENVELOPE(S)/BOX(ES) Florida Department of Juvenile Justice Bureau of Procurement and Contract Administration Attention: Viccie A. Borders, Procurement Manager 2737 Centerview Drive Knight Building, Suite 1102 Tallahassee, Florida REFERENCE: Pages 29-30, ATTACHMENT C, REVISED CERTIFICATION OF EXPERIENCE/MANDATORY STATEMENT DELETE: This attachment in its entirety. ADD: ATTACHMENT C, REVISED #2 CERTIFICATION OF EXPERIENCE/MANDATORY STATEMENT REFERENCE: DELETE: ADD: Pages 39-50, ATTACHMENT O, REVISED RFP/BID RESPONSE CROSS REFERENCE TABLE This attachment in its entirety. ATTACHMENT O, REVISED #2 RFP/BID RESPONSE CROSS REFERENCE TABLE REFERENCE: Pages 51-53, ATTACHMENT P, REVISED EVALUATION QUESTIONS/CONSIDERATIONS DELETED: This attachment in its entirety. ADD: ATTACHMENT P, REVISED #2 EVALUATION QUESTIONS/CONSIDERATIONS Page 4 of 27

5 Return of this Addendum is not mandatory; however, the Respondent is responsible for its content and is requested to sign and submit this Addendum with its response to the RFP. Protests must be filed with the General Counsel s Office, Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida , within the time prescribed in section (3). Florida Statutes, and chapter , Florida Administrative Code. Notices delivered by hand delivery or delivery service shall be to the Agency Clerk, Office of the General Counsel, Florida Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida , with a copy to the Department s Procurement Manager responsible for this solicitation. Failure to file a protest within the time prescribed in section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Written notices, formal requests and proceedings must conform to the requirements set forth in chapter , Florida Administrative Code. Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the department or agency pursuant to section (3), Florida Statutes, shall post with the department or the agency at the time of filing the formal written protest a bond payable to the department or agency in an amount equal to 1 percent (1%) of the estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor or, if no contract price was submitted, the department or agency shall estimate the contract amount based on factors including, but not limited to, the price of previous or existing contracts for similar commodities or contractual services, the amount appropriated by the Legislature for the contract, or the fair market value of similar commodities or contractual services. The agency shall provide the estimated contract amount to the Provider within seventy-two (72) hours, excluding Saturdays, Sundays, and state holidays, after the filing of the notice of protest by the Provider. The estimated contract amount is not subject to protest pursuant to section (3), Florida Statutes. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, the department or agency may, in either case, accept a cashier's check, official bank check, or money order in the amount of the bond. If, after completion of the administrative hearing process and any appellate court proceedings, the department or agency prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees. This section shall not apply to protests filed by the Office of Supplier Diversity. Upon payment of such costs and charges by the protestor, the bond, cashier's check, official bank check, or money order shall be returned to the protestor. If, after the completion of the administrative hearing process and any appellate court proceedings, the protestor prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees. SIGN BY: NAME: COMPANY: TITLE: DATE: Page 5 of 27

6 ATTACHMENT C REVISED #2 CERTIFICATION OF EXPERIENCE/MANDATORY STATEMENT (TO BE COMPLETED BY RESPONDENT) RFP #10347 THIS MANDATORY FORM SHALL BE COMPLETED BY THE RESPONDENT AND SIGNED BY A PERSON LEGALLY AUTHORIZED TO MAKE BINDING STATEMENTS ON BEHALF OF THE RESPONDENT. THE COMPLETED AND SIGNED FORM SHALL BE SUBMITTED WITH THE PROPOSAL.) COMPANY NAME: DATE ESTABLISHED: PRIMARY BUSINESS: TOTAL NUMBER OF EMPLOYEES: NUMBER OF EMPLOYEES ENGAGED IN ACTIVITIES RELEVANT TO THIS RFP: NUMBER OF YEARS PROVIDING THE SAME OR SIMILAR SERVICES AS DESCRIBED IN THE RFP (PUBLIC AND OR PRIVATE): LIST ENTITIES FOR WHO THE COMPANY HAS PROVIDED SERVICES WITHIN THE LAST FIVE (5) YEARS PROVIDING ELECTRONIC MONITORING SERVICES WITH ACTIVE GPS TRACKING UNITS (AT LEAST THREE (3) YEARS OF BUSINESS/CORPORATE EXPERIENCE WITHIN IN THE LAST FIVE (5) YEARS TO CORRECTIONAL, CRIMINAL JUSTICE OR LAW ENFORCEMENT AGENCIES WHICH ARE SIMILAR TO THE SERVICES DESCRIBED IN ATTACHMENT I, TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES): 1. I,, certify that the Respondent known as, currently provides GPS/EM services and has a centralized monitoring center located within the United States at the following address. Address: Telephone #: ; If available (1-800) 2. I,, certify that the Respondent known as has business/corporate experience of at least three (3) years of within the last five (5) years providing electronic monitoring services with active GPS tracking units to correctional, criminal justice or law enforcement agencies, similar to the services described in Technical Specifications/Scope of Services. 3. I,, certify that the Respondent known as has or will have a minimum of two-hundred fifty (250) new active GPS tracking units for transition onto DJJ youth ordered for ACTIVE electronic Page 6 of 27

7 monitoring, plus an additional twenty percent (20%) which is a total of fifty (50) GPS tracking units (for back-up in the Circuits) for a final total of three hundred (300) new active GPS tracking units available at the resulting Contract start date (July 1, 2016), and shall certify that the Respondent is capable of providing all necessary equipment. In addition, Respondent shall certify that units will be delivered, Department staff trained, and the physical transition of current EM youth to the new tracking units shall be completed no later than ninety-one (91) days after the resulting Contract execution (anticipated to be July 1, 2016) so that full service operations with monitoring of youth statewide will be transitioned to the new equipment and the new service Respondent (as applicable) by October 1, I,, certify that the Respondent known as is proposing equipment, systems and service delivery that will meet or exceed the minimum requirements and technical specifications in Attachment I and that the Respondent is the Original Equipment Manufacturer (OEM) of the GPS/EM tracking unit equipment (or has submitted the Attachment R, which indicates support from the OEM for the Contract term, if the Respondent is not the OEM of the equipment) and that the Respondent s proposed system, equipment and technology is the latest technology and all GPS/EM and AM tracking units are NEW (unused) and are in proper working order, clean, and free from defects of features affecting appearance, serviceability, or the safety of the youth in normal intended use. SIGNATURE: PRINTED NAME: TITLE: DATE: Page 7 of 27

8 RFP DOCUMENTATION (TO BE COMPLETED BY DEPARTMENT) ATTACHMENT O - REVISED #2 RFP/BID RESPONSE CROSS REFERENCE TABLE LOCATION IN BID RESPONSE (TO BE COMPLETED BY PROSPECTIVE RESPONDENT) SUBJECT SECTION/PART MANDATORY CRITERIA (X FOR YES) PAGE NUMBE RS SECTIONS/PARTS GENERAL BID RESPONSE REQUIREMENTS PLEASE NOTE: General Response Requirements that are checked as Mandatory Criteria must be provided by the prospective Respondent to be considered responsive to this RFP. Failure to provide the required mandatory documentation will result in a response not being evaluated and rejected as non-responsive. Revised #2 Cross Reference Table (Attachment Section XX, B. O) Transmittal Letter containing all the information Section XX, A. required by Section XX. A. Section V., B.; Section XX, C. Section V., B., 1.; Section XX, C., 1. Section V., B., 2. and Section XX, C., 2. MANDATORY Attachment C Revised #2 Certification of Experience/Mandatory Statements to include the next four (4) items listed below. Address (city, state, zip, phone, 800#, if available) of the Respondent s GPS/EM monitoring center demonstrating the center is located within the United States. A statement certifying that the Respondent has experience of at least three (3) years of business/corporate experience within the last five (5) years providing electronic monitoring services with GPS/EM tracking units to correctional, criminal justice or law enforcement agencies, similar to the services described in X X X Page 8 of 27

9 Section V., B., 3. and Section XX, C., 3. Section V., B., 4. and Section XX, C., 4. Technical Specifications/Scope of Services. A statement certifying that the Respondent will have a minimum of the required two-hundred fifty (250) new GPS/EM tracking units for transition on to DJJ youth ordered for ACTIVE electronic monitoring, plus twenty percent (20%) which is a total of fifty (50) GPS/EM tracking units (for backup in the Circuits) for a final total of three hundred (300) new GPS/EM tracking units available at Contract start date, and shall certify the Respondent is capable of providing all necessary equipment. In addition, the Respondent shall certify that units will be delivered, Department staff trained, and the physical transition of current EM youth to the new tracking units shall be completed no later than ninety-one (91) days after the resulting Contract execution (anticipated to be July 1, 2016) so that full service operations with monitoring of youth statewide will be transitioned to the new equipment and the new service Respondent (as applicable) by October 1, A statement certifying that the Respondent s technical specifications and service delivery meet or exceed the minimum requirements in Attachment I and that the Respondent is the Original Equipment Manufacturer (OEM) of the tracking unit equipment (or has submitted Attachment R, Original Equipment Manufacturer s Certification, which indicates support from the OEM for the Contract term if the Respondent is not the OEM of the equipment) and that the Respondent s proposed system, equipment and technology is of the latest technology and all tracking units are X X Page 9 of 27

10 Section V., C. and XX., E. Section V., D. and Section XX, G. 1. a. Section V., E. and Section XX, G., 1. b. Section V. F Section XX G., 2. Section XX. G., 3. Section XX, D. Section XX, F., 1. NEW (unused) and are in proper working order, clean and free from defects of features affecting appearance, serviceability, or the safety of the youth in normal intended use. MANDATORY - Attachment E Revised Client Contact List with a minimum of three (3) client contacts. MANDATORY - Attachment J A completed & signed copy of the Attachment J Revised Price Sheet #1 with the per diem price for active GPS/EM monitoring, as balance of line (not included in award) a price for alcohol monitoring units and services (daily rate), and slide scale rates for the GPS Active Units should the Department order more than two-hundred fifty (250) active units. MANDATORY - Attachment J A completed & signed copy of the Attachment J Revised Price Sheet #2 with prices to be charged for lost, stolen or damaged GPS/EM equipment and for Alcohol Monitoring equipment. MANDATORY - Financial Documentation: Supplier Qualifier Report (SQR) or documentation to determine financial viability. Certified Minority Business (CMBE) Utilization Plan Certificate of Drug-Free Workplace Technical Response Introductory Statement TECHNICAL BID RESPONSE (SUGGESTED DOCUMENTATION*) *PLEASE NOTE: Respondent is requested to provide evidence of existing documentation (plans, resumes, charts, etc.) as requested in this crossreference table and addressed below. This will include technical documentation, product literature, system specifications, schedules, proposed staff contracts, job description etc. Include all relevant information that will assist us in reviewing the response. Failure to provide information as requested may result in Respondent deemed non-responsive/responsible. If prospective Respondent is selected for Contract award, the proposed service and all elements thereof will be incorporated by reference into the resulting Contract, unless they do not otherwise meet the terms and conditions of this RFP. X X X X Page 10 of 27

11 Section XX, F. 2 Section XX, F. 2 Section XX, F. 2 Section III. M. Section XX, F., 3. Section XX, F., 3. Section XX, F., 3. Category #1: Management Capability Describe your company s management capability to manage/control the services to be provided. Describe your organizational structure and provide an organizational chart and leadership staff s qualifications that indicate sufficient management capability to perform the services required. Describe your corporate oversight and support for the services to be provided. Provide a copy of your quality assurance program that meets or exceeds the requirements. Category #2: Experience Describe in narrative form your experience working with criminal justice entities during the last five (5) years providing GPS/EM electronic monitoring services, including the provision of the GPS/EM system, with active monitoring equipment and operation of a 24/7 monitoring center meeting or exceeding the experience requirements of this RFP. This information must be supported by your references and GPS/EM Contracts contact list. Describe, by geographic area, the scope of your most recent Contract that is similar in size to the requirements for active GPS/EM monitoring services as specified by this RFP. Identify the number of units, number of entity contacts, service delivery locations, satellite coverage, etc. Describe the population(s) by type (adult, youth), criminal justice type (house arrest, community probation, etc.) for which your company has previously performed active GPS/EM tracking and monitoring. Page 11 of 27

12 Section XX, F., 3. Section XX, F., 4.; Section I., A., 2. Section XX, F., 5.; Section I., A., 5. Section XX, F., 5.; Section I., A., 5. Indicate whether GPS/EM monitoring services are directly provided by Respondent or if any part of the service delivery is subcontracted. If yes, indicate what specific components of services (system, equipment and monitoring center, staff). Category 3: GPS/EM Service Implementation Schedule Provide a description of the timeframes and tasks to be employed for the implementation of services, as soon as possible, starting with the resulting Contract execution date. Include time frames for delivery of new tracking unit equipment, transition of new equipment to youth, software installation (if applicable), initial training statewide, and any other tasks (as applicable) required during the ninety-one (91) transition period to ensure full GPS/EM services as specified under the new resulting Contract are delivered by October 1, Category 4: Estimated Quantities Provide a description of the Respondent s ability to provide the required two hundred fifty (250) active tracking units with fifty (50) back up units in Circuit inventory for a total of three hundred (300) monitoring tracking units to start transition to new equipment on the resulting Contract start date anticipated to be July 1, 2016 and be fully operational statewide with back-up inventory in place by October 1, Describe your organization s understanding of the Department s service needs (daily units of service as per Section A., 5.) and how the specific need for daily GPS/EM monitoring services for youth are dependent upon court order and youth eligibility for services. The Department cannot guarantee a Page 12 of 27

13 Section XX, F., 5.; Section I., A., 5. Section XX, F., 6.; Section I., B., 1. Section XX, F., 6.; Section I., B., 2. Section XX, F., 7.; Section III., A., 1. certain number of daily service units (active) under the resulting Contract. Describe your organization s understanding of the Department s Alcohol Monitoring service needs and how the specific need for alcohol monitoring units for youth is balance of line to the main service being procured here and that services units shall be based upon request of the Circuits. Category 5: Technical Specifications/Services to be Provided Provide a detailed description of how the Respondent s proposed GPS/EM service meets or exceeds the requirements in Section III, for GPS/EM for juvenile youth throughout the State of Florida. Provide a detailed description of the Respondent s proposed GPS/EM tracking unit equipment that includes transmitter/receiver/dialer with capability to provide alert/alarms to youth through vibration, LED lights, and or voice (active or pre-recorded) notification. Category 6: General System Specifications (GPS/EM) Provide a detailed description of the Respondent s automated GPS/EM monitoring system that meets or exceeds all requirements and provide a description of all technical specifications of the system addressed in Section III., A., 1., specifically: a. Describe the web-based secure (password protected) system and required security features of the system. Include a description of how security codes will be provided for DJJ staff with authority from the Department to access the system. Page 13 of 27

14 Section XX, F., 8.; Section III., 2. Section XX, F., 9.; Section III., B., 1. b. Provide a chart of the multiple data fields (and size) in the systems database to be used for reporting. Note: Final fields must receive DJJ approval and is subject to change. c. Describe the mapping software to be utilized and provide examples of specific locations within the State of Florida, both intercity and in rural areas. d. Describe the secure database and how historical transactional records are retained. e. Describe the capability of recording every human voice call in and retaining such records. f. Describe the system monitoring in real time for active units and include when location points are downloaded for active GPS/EM units. Category 7: System User Interface Provide a detailed description of the Respondent s GPS system interface and system software that meets or exceeds all requirements specifically including enrollment, tracking locations and mapping software; and provide sample screen shots. Category 8: General Equipment Requirements Provide a detailed description of the Respondent s tracking unit equipment specifications that meets or exceeds all requirements, specifically: a. Identify the equipment to be used by name of product, and name of manufacturer for GPS/EM; b. Provide OEM s specifications and literature on all equipment proposed for GPS/EM, or Attachment R to show OEM support for the GPS/EM equipment; and Page 14 of 27

15 Section XX, F., 10.; Section III., B., 2. Section XX, F., 11.; c. Provide copies of required licensing by the Federal Communications Commission (FCC) for the equipment proposed for GPS/EM. Category 9: Tracking Device Provide a detailed description of the Respondent s proposed tracking unit equipment including: a. Information relative to the use of cellular telephone service; what cellular communication network will be utilized, i.e., Global Systems Mobile Network (GSM), Cell Division Multiple Access (CDMA) network, etc. and the Respondent of Cellular service; b. Provide a description of how the equipment reacts to loss of GPS/EM signal; c. Describe the type of supplemental tracking technologies that will be utilized to reduce signal loss; d. Provide a description of the method(s) for DJJ staff to utilize to securely size and install the equipment securely to youth. Include the list of tools necessary for installation of any of the monitoring unit equipment; and e. Describe the battery powering of the unit and identify when units should be replaced to avoid failure of the unit due to loss of battery power. f. Provide a detailed description of the straps and accessories, required for use with the monitoring unit that meets or exceeds all requirements. Category 10: Equipment Backup/Replacement Inventory Provide a detailed description of the Respondent s method and approach for maintaining a backup/replacement inventory in Page 15 of 27

16 Section III., B., 6. Section XX, F., 12.; Section III., B., 7. Section XX, F., 13.; Section III., C. Section XX, F., 14.; Section III., D each of the Detention Centers that meets or exceeds all requirements and specifically provide a description of the method and courier, if applicable, of replacing equipment overnight. Describe the quarterly monitoring process to ensure that back/up replacement units are maintained at the required twenty percent (20%) for each Circuit. Category 11: Lost, Stolen or Damaged Equipment Describe your understanding of how the required fifteen percent (15%) allowance will be allocated against the Contract for lost, stolen, or damaged equipment and describe the ongoing inventory process for maintaining and tracking equipment utilized by the Contract, in a timely manner, with time frames for providing inventory lists and invoices for Lost, Stolen or Damaged equipment to the Department. Category 12: System/Equipment Technical Assistance Provide a detailed description of the Respondent s approach for delivery of Technical Assistance and Support that meets or exceeds all requirements. Category 13: Monitoring and Notification Provide a detailed description of how the Respondent performs Monitoring and Notification to the youth and the Department of alerts/alarms that meets or exceeds requirements. Specifically, chart the methods and time frames for notifications for each identified alert/alarm. Indicate on the chart, which, if any, of the alerts and alarms can be modified to meet Department needs and time Page 16 of 27

17 Section XX, F., 15.; Section III., E. Section XX, F., 16.; Section III., F., frames for notifications and the time needed to customize as necessary. Category 14: Alarm Processing Requirements Provide a detailed description of how the Respondent s GPS/EM system Alert/Alarm Processing meets or exceeds all requirements and specifically chart the descriptions, methods of processing alerts/alarms, and time frames, for each type of alarm/alert provided by your system. List the alerts/alarms requiring an initial response by the Respondent s monitoring center staff and methods for resolving those alerts/alarms directly with youth, including how it is documented by Respondent. Describe the process utilized to notify the Department and/or the juvenile when an alert/alarm occurs and/or is resolved. Provide a copy of Respondents Quick List of Steps to be Taken for Youth to Resolve Alerts/Alarms as required. Category 15: Respondent Monitoring Center Requirements Provide a detailed description of the Respondent s method and approach for meeting or exceeding all Monitoring Center requirements and specifically describe monitoring center services, training; help desk functions, hours of operations, backup power, etc. that meet or exceeds all the requirements. Provide a copy of the staffing plan for monitoring services twenty-four (24) hours a day, seven (7) days a week, including holidays and supervisory structure at the center. Provide a copy of the staffing plan for monitoring services twenty-four (24) hours a day, seven (7) days a week, including holidays and supervisory structure at the center. Provide your monitoring Page 17 of 27

18 Section XX, F., 17.; Section III., G. Section XX, F., 18.; Section III., H. and I. centers dedicated toll-free telephone number to be supplied to Department youth for alarm notification resolution. Describe your system redundancy (data storage, servers, duplicate computers and other redundant equipment to ensure uninterrupted services. Also, provide the secondary back-up monitoring center location meeting the RFP requirements. Describe the method by which your monitoring center will verify a phone call or text message acknowledging that alarm notifications were received and acknowledged by Department staff. Describe your redundant inbound and outbound communication services that meet or exceed the requirements. Provide a copy of your monitoring center s Disaster Recovery plan and the GPS/EM Systems Network Security, Application Security and Data Transmission and Data Security policy and procedures and Continuity of Operations Plan (COOP). Category 16: System/Data Reporting Requirements Provide a detailed description of their understanding of and approach for providing/meeting all system data requirements. Category 17: System and Respondent Generated Reports Provide a detailed description of their understanding of and approach for meeting or exceeding all reporting requirements and specifically provide sample copies of report formats (as generally described). Include both Respondent generated reports and system generated reports. Category 18: Training and Training Manuals Page 18 of 27

19 Section XX, F., 19.; Section III., J. Section XX, F., 20.; Section IV. A. INFORMATION ONLY BALANCE OF LINE INFORMATION ONLY BALANCE OF LINE Provide a detailed description how your organization will meet all training requirements for new equipment and system operations. Include the following: Provide a proposed training schedule for Probation Offices and Detention facilities, specifically addressing when training will be performed during the transition period. Include requirements for training staff at each Probation Office and Detention Center i.e. computer, etc. Provide a copy of the training curriculum. Category 19: Staffing Requirements Provide the name, resume, job description and office location of the proposed DJJ dedicated full time equivalent (FTE) Account Manager(s) that will be directly responsible for overall operational performance of the resulting Contract, including account management, troubleshooting, training and any other responsibilities required to ensure Contract success. Provide a plan for the dedicated Account Manager(s) to hold monthly meetings/conference calls with the Chief Probation Officer or designee in each Circuit to review the monthly equipment usage, improve performance and maintain appropriate levels of back-up inventory, and conduct internal activities to improve performance, maintain appropriate inventory levels and minimize lost, stolen or damaged equipment in each circuit. ALCOHOL MONITORING SERVICES (For Information Purposes only) Identify, if AM services are to be provided directly by Respondent or subcontracted. If subcontracted, identify the name of the Subcontractor, Equipment Name, if applicable, Page 19 of 27

20 INFORMATION ONLY BALANCE OF LINE INFORMATION ONLY BALANCE OF LINE INFORMATION ONLY BALANCE OF LINE INFORMATION ONLY BALANCE OF LINE INFORMATION ONLY BALANCE OF LINE and Contact for ordering equipment and troubleshooting AM units. Note: The Provider is still 100% responsible for the AM services. (Respondent shall submit Attachment R, which indicates support from the OEM for the Contract term if the Respondent is not the OEM of the AM equipment.) Provide literature on the Equipment and Services, including an Attachment R to show OEM support for the AM equipment. Identify the number of AM units that will be available for DJJ use and transition to youth on the resulting Contract Start Date. Describe how the AM unit communicates with the youth and how the unit communicates with the Monitoring Center. Describe any reports that will be provided on AM monitored youth. Describe if the AM monitoring system is webbased and functionality of web-based system. Page 20 of 27

21 ATTACHMENT P REVISED #2 EVALUATION QUESTIONS/CONSIDERATIONS STATEWIDE GLOBAL POSITIONING SATELLITE ELECTRONIC MONITORING AND ALCOHOL MONITORING SERVICES EVALUATION QUESTIONS CATEGORY #1: Management Capability Consideration 1.1: To what extent does the proposal describe the Respondent's management capability to ensure sufficient oversight and manage/control of the program to obtain optimum service delivery? (Weighted: 6 Max Pts: 30) Consideration 1.2: To what extent does the Respondent s proposed organizational structure (as indicated in the organizational chart and leadership staff s qualifications) indicate sufficient management capability to perform the services required by the RFP? (Weighted: 6 Max Pts: 30) Consideration 1.3: To what extent does the proposal clearly identify corporate oversight and support for the program? (Weighted: 5 Max Pts: 25) Consideration 1.4: To what extent does the Respondent s internal quality improvement process indicate processes to identify problems and improve processes? (Weighted: 6 Max Pts: 30) CATEGORY #2: Experience Consideration 2.1: To what extent does the Respondent s background and experience demonstrate that the Respondent will deliver and achieve the services sought by this RFP, including total years of experience, type of services provided (active, passive, radio frequency, GPS/EM, etc.)? Does past experience meet or exceed requirements of the RFP? (Weighted: 7 Max Pts: 35) Consideration 2.2: To what extent does the Respondent demonstrate past experience providing GPS services similar in size and scope to the Department s statewide operational needs and requirements in this RFP, considering the previous Contract size, scope and geographic area of coverage? Does past experience meet or exceed requirements of this RFP as related to geographic size comparable to the Department s need? (Weighted: 7 Max Pts: 35) Consideration 2.3: To what extent does the Respondent demonstrate experience providing GPS services to a population similar in size and scope to the requirements in this RFP, considering the type of criminal justice population, whether GPS monitoring/em was for adults or youth, and the number of equipment units in place. Does past experience meet or exceed requirements of the RFP as related to population? (Weighted: 8 Max Pts: 40) Consideration 2.4: To what extent did past experience and provision of services including all service components; i.e., the system, the tracking unit equipment and the operation of a twenty-four (24) hour/seven (7) days a week monitoring center meet or exceed requirements of this RFP and was past experience selfoperated or subcontracted? (Weighted: 6 Max Pts: 30) CATEGORY #3: GPS/EM Service Implementation Schedule Consideration 3.1: To what extent does the Respondent s service implementation plan and currently available equipment indicate that GPS electronic monitoring services can be implemented in the time frames and in the specific locations as required by this RFP? (Weighted: 7 Max Pts: 35) Category #4: Estimated Quantities Consideration 4.1: To what extent does the Respondent demonstrate that they can provide the required two hundred fifty (250) active monitoring tracking units plus the required fifty (50) units for backup in Circuit inventory and start transition to new equipment on the resulting Contract start date (estimated to be July 1, 2016) and be fully operational statewide with back-up inventory in place by October 1, 2016? (Weighted: 9 Max Pts: 45) Page 21 of 27

22 Consideration 4.2: To what extent does the Respondent acknowledge and indicate understanding of how the specific need for daily monitoring services for youth are dependent upon court order and youth eligibility for services. (Weighted: 5 Max Pts: 25) Consideration 4.3: To what extent does the Respondent description of the Department s need for Alcohol Monitoring (AM) as balance of line meet or exceed the requirements of this RFP and is based upon the request of the Circuits (no guarantee) and the purpose of what the AM units should do while on the youth? (Weighted: 2 Max Pts: 10) CATEGORY #5: Technical Specifications/Services to be Provided Consideration 5.1: To what extent does the service proposed meet or exceed the requirements in Section III for GPS/EM for juvenile youth throughout the State of Florida. Consider: If the proposed service is inclusive of all technology, equipment, systems, related support, data storage and includes a fully staffed, (twenty-four (24) hours a day), monitoring center. If all components of GPS service required as described and if components are directly provided or if parts or components are subcontracted and if the ongoing system and equipment updating and maintenance requirements and if these components are within the control of the Respondent. (Weighted: 10 Max Pts: 50) Consideration 5.2: To what extent does the tracking unit/equipment proposed meet or exceed the minimum requirement (vibration, LED Lights and/or voice (active or pre-recorded)) for understandable communication on alerts/alarms directly with the youth being monitored? Consider whether or not the manner of communication meets or exceeds the Department s need for direct recognizable communication. (Weighted: 11 Max Pts: 55) CATEGORY #6: General System Specifications (GPS/EM) Consideration 6.1: To what extent does the GPS service proposed meet or exceed the requirements in Section III for GPS for a secure system and does the system proposed meet the requirements of this RFP as it relates to security, date fields for reporting, mapping software, a secure database and historical transaction records, recording human voice call-in and monitoring in real time for active units and providing location points? (Weighted: 30 Max Pts: 150) CATEGORY #7: System User Interface Consideration 7.1: To what extent does the Respondent s system interface and system software meet or exceed the requirements of this RFP including enrollment, tracking locations and mapping software, as demonstrated with screen shots? (Weighted: 8 Max Pts: 40) CATEGORY #8: General Equipment Requirements: Consideration 8.1: To what extent does the Respondent s monitoring/tracking unit equipment meet or exceed the requirements of this RFP? (One (1) piece unit required) Does the description contain the name of the product? To what extent does the Respondent thoroughly describe the unit s specifications in literature and has the Respondent provided the required licensing information from the Federal Communications Commission (FCC)? (Weighted: 8 Max Pts: 40) CATEGORY #9: Tracking Device Consideration 9.1: To what extent does the Respondent s monitoring/tracking unit equipment meet or exceed the requirements of this RFP for continuous tracking of youth? Does the description indicate cellular service coverage and network to be utilized? Is there coverage indicated for the entire state s geographical area, and does the tracking s unit s communication with the satellite, when outside coverage areas, meet or exceed the RFP requirements (for when the tracking unit re-engages the monitoring center)? Does the equipment react to loss of GPS/EM schedule as required and are there other technologies available to be used with loss of signal? (Weighted: 8 Max Pts: 40) Consideration 9.2: To what extent does the Respondent s description of method of installation to be used by DJJ staff demonstrate ease of installation and indicate required tools for that activity? (Weighted: 5 Max Pts: 25) Consideration 9.3: To what extent does the unit s battery meet the requirements of this RFP and does the battery last as long as required by this RFP? (Weighted: 8 Max Pts: 40) Page 22 of 27

23 Consideration 9.4: To what extent do the straps and accessories required for use of the monitoring/tracking unit meet or exceed the requirements of this RFP? (Weighted: 6 Max Pts: 30) CATEGORY #10: Equipment Backup/Replacement Inventory Consideration 10.1: To what extent does the Respondent s methods for maintaining backup/replacement inventory in each Circuit meet or exceed requirements of this RFP, specifically method of how equipment will be shipped overnight, and the monitoring process required monthly by the Account Manager with each Circuit to ensure appropriate percentage of backup/replacement units are maintained? (Weighted: 6 Max Pts: 30) CATEGORY #11: Lost, Stolen or Damaged Equipment Consideration 11.1: To what extent does the Respondent s method for maintaining an up to date inventory and reporting any lost, stolen, or damaged equipment as required by this RFP? (Weighted: 6 Max Pts: 30) CATEGORY #12: System/Equipment Technical Assistance Consideration 12.1: To what extent does the Respondent s approach to Technical Assistance and Support meet or exceed the requirements of this RFP? (Weighted: 4 Max Pts: 20) CATEGORY #13: Monitoring and Notification Consideration 13.1: To what extent does the Respondent s monitoring and notification to the youth and Department of alerts/alarms meet or exceed the requirements of this RFP. Are the methods and time frames for notification consistent with RFP requirements and can they be modified/customized to meet the Department s needs? (Weighted: 7 Max Pts: 35) CATEGORY #14: Alarm Processing Requirements Consideration 14.1: To what extent does the Respondent s systems and protocols for processing alerts/alarms meet or exceed this RFP requirements? Are the methods and time frames for notification consistent with RFP requirements? Are there specific guidelines for monitoring staff to respond on the initial alerts/alarms and are there methods identified for resolving alerts/alarms with the youth? Are the quick steps to resolve easy for a youth to follow? Are there documentation requirements about alert/alarm resolution? (Weighted: 8 Max Pts: 40) CATEGORY #15: Respondent Monitoring Center Requirements Consideration 15.1: To what extent does the Respondent s proposed monitoring center meet or exceed this RFP requirements, specifically the staffing monitoring services, training, help desk function, hours of operations, back-up power, redundancy, disaster recovery, data storage and toll free number? (Weighted: 12 Max Pts: 60) CATEGORY #16: System/Data Reporting Requirements Consideration 16.1: To what extent does the Respondent demonstrate an understanding of and approach to meeting all system data requirements including collection of data and location tracking points? (Weighted: 4 Max Pts: 20) CATEGORY #17: System and Respondent Generated Reports Consideration 17.1: To what extent does the Respondent demonstrate an understanding of and approach to meeting all reporting requirements in this RFP, specifically for Respondent generated and system generated reports? Are sample reports understandable? (Weighted: 7 Max Pts: 35) CATEGORY #18: Training and Training Manuals Consideration 18.1: To what extent does the Respondent demonstrate an understanding of and approach to meeting the specific training requirements for new staff including a training schedule that allows for transition in ninety-one (91) days? Is the training curriculum user friendly? (Weighted: 8 Max Pts: 40) CATEGORY #19: Staffing Requirements Consideration 19.1: To what extent does the job description of the proposed Account Manager(s) describe appropriate duties and responsibilities that will assist in the overall success of the GPS/EM contracted Page 23 of 27

24 services? To what extent will the Respondent s plan for monthly conference calls/meetings, with the Chief Probation Officer (CPO) or designee in each Circuit to review monthly equipment usage, and inventory, including identification of all lost, stolen or damaged equipment as of the date of each meeting/call, describe activities that will assist in management of inventory and reduce lost/stolen or damaged equipment? (Weighted: 6 Max Pts: 30) Page 24 of 27

25 RFP #10347 GPS Electronic Monitoring And Alcohol Monitoring Services Questions submitted by Prospective Respondents (Questions are presented in exact manner received.) Question #30 SENTINEL RECEIVED ON 02/02/2016 RFP page 21 calls out (underlines added for emphasis) F. Technical Proposal - Volume 1, Tabs 3 9. General Equipment Requirements Provide a detail description of the Respondent s proposed equipment (one (1) or two (2) piece unit) specifications that meet or exceeds all requirements, specially: b. Provide OEM s specifications and literature on all equipment proposed for GPS/EM. RFP page 24, item 18 calls out System and Respondent Generated Reports. Additionally, RFP ATTACHMENT D - EVALUATION CRITERIA calls out System and Respondent Generated Reports. Additionally, Attachment O calls out Category 17: System and Respondent Generated Reports Section XX, F., 18.; Section III., H. and I Provide a detailed description of their understanding of and approach for meeting or exceeding all reporting requirements and specifically provide sample copies of report formats (as generally described). Include both Respondent generated reports and system generated reports. Additionally, RFP page 53 calls out CATEGORY #17: System and Respondent Generated Reports Consideration 17.1: To what extent does the Respondent demonstrate an understanding of and approach to meeting all reporting requirements in this RFP, specification for Respondent generated and system generated report? Are sample reports understandable? (Weighted: 7 Max Pts: 35) Additionally, RFP page 57 calls out III. SERVICE TASKS, A. System Requirements, 1. General System(s) Specifications: c. The GPS/EM system shall provide the capability for the Department to download data and reports from the database, through secured internet access, as outlined in Section III, H (System Generated Reports). Additionally, RFP pages 68 & 69 calls out H. System Generated. Additionally, RFP pages 73, and 75 call out System Generated Reports A. Upon the basis that some of FL DJJ s required System and Provider Generated Reports may be unique and require development, to ensure a competitive RFP for both prospective new contractors as well as the incumbent Contractor/Provider, will FL DJJ evaluate equally, proposals that confirm to implement all specified data fields within the first 60 days of the new contract? If not, what timeline is FL DJJ willing to reasonably accept with regard to development of required data fields? B. In the absence of affirmative Yes responses to item a immediately above, upon the basis that this is an RFP whereby FL DJJ can score/rank different proposal approaches as they deem best, to enable compliant competition, will FL DJJ amend this mandatory shall requirement to rather to read as a desirable requirement as follows? shall should thus enabling FL DJJ to evaluate both approaches and score/rank different proposal approaches as they deem best? Answer #30 A. All report samples can be developed as examples for the response, however, report and data fields must be available from the successful Respondent starting during the transition period. The Department will not allow sixty (60) days to develop the reports and data fields stated in the RFP. The Department has changed the calendar to reflect a ninety-one (91) day transition period, which will provide time for the successful Respondent to customize their system to provide the report fields. Page 25 of 27